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Statewide Campus Administrative Assistant

West Virginia School of Osteopathic Medicine
Charleston, West Virginia
Commensurate with Education and Experience

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Statewide Campus Administrative Assistant
Regional Statewide Campus - South Central Region

Charleston, WV: The West Virginia School of Osteopathic Medicine (WVSOM) seeks qualified candidates for an administrative assistant to assist with the third and fourth year curriculum at a top ranked osteopathic medical school.  Reporting to the Regional Director, the Statewide Campus Administrative Assistant shall perform a variety of complex secretarial and administrative support duties for the Statewide Campus (SWC) Regional Assistant Dean and Regional Director in order to achieve the successful operation of the SWC. 

This is a full-time, non-classified position exempt from FLSA regulations concerning overtime; base salary is $30,000 though negotiable with education and experience, plus an excellent fringe benefit package, which includes paid time off, state health insurance, dental, vision, FSA, etc.  Applications will accepted until the position is filled.

Final candidates are subject to employment and credential verification, reference and background checks.  All applications are considered confidential. West Virginia School of Osteopathic Medicine is an equal opportunity employer and is committed to enhancing diversity among its faculty and staff.

General duties include:

  • Plans, initiates, and executes to completion all administrative functions for the SWC regional office, including expenditures, office purchases, budget preparation and monitoring, reconcile charges, coordinate meetings and activities, proofread and edit materials for dissemination, data entry, reporting, schedule travel and complete all reimbursement forms, and all other office management for the region.
  • Coordinates monthly Education Days for third- and fourth-year students and provide information to students and presenters as needed.
  • Proctors exams as required.
  • Coordinates third year orientation and assists with scheduling of medical school rotations.
  • Participates in training and professional development sessions to enhance job performance with funding provided by WVSOM.
  • Determines required hospital orientation documents for each student; tracks completion; and forwarding to appropriate contact persons.
  • Records student grades regularly.
  • Advises, requests, secures and processes student rotation requests on a daily basis and completes all the necessary paperwork.
  • Maintains and provides documents to students and/or site coordinators for clinical rotation applications.  Would also track completion of required documents/activities, such as background checks, drug screens, mask fit testing, flu shots, etc. 
  • Responsible for preparing Pay Affiliation Agreements for preceptors. 
  • Creates invoices monthly and submits to accounting to ensure preceptors are paid promptly for rotations.
  • Submits CME for D.O. preceptors on a semiannual basis.
  • Perform other related duties as assigned and directed.

Knowledge, Skills and Abilities

  • Excellent oral and written communication skills required for contact with individuals within and outside WVSOM to include medical students, hospital and university executives, physicians, residency program directors and coordinators, hospital staff, and medical office staff.
  • Ability to interact in a positive manner with co-workers, students, staff, faculty, and to maintain professional demeanor in the office environment.
  • Capable of providing administrative supervision and guidance to medical students regarding administrative issues, due dates, and deadlines.
  • Ability to set, coordinate, plan schedules, work independently, collect, organize, and analyze information in a logical and efficient manner
  • Excellent organizational skills and a thorough knowledge of general office methods, procedures, practices and protocols.
  • Ability to take action to implement solutions without the need for continual guidance.
  • Demonstrated ability to apply solid judgment, coordinate, and prioritize a variety of complex administrative tasks, determine relative importance of each, set and meet deadlines, and complete projects in a timely manner.
  • Solid familiarity with a demonstrated competency in using a personal computer and related software packages, including Microsoft Word, Excel, PowerPoint, Publisher, and database management. Must be able to navigate and retrieve information from the internet.  Banner experience preferred.
  • Working knowledge of correct English, grammar, spelling, punctuation, and sentence structure.
  • Good knowledge of principles and practices of fiscal record keeping and transaction processing skills.
  • Ability to learn and to apply effectively the policies, procedures and guidelines affecting the position and work unit to which assigned, as well as the institution.
  • Ability to maintain attendance and punctuality standards.
  • Ability to recognize and maintain confidentiality of sensitive information.
  • Ability to reason logically and analyze and solve problems.
  • Ability to work in an environment frequently interrupted by phone calls, emails, students, faculty staff, and walk-in visitors.
  • Have the willingness to travel as needed.

Education and Experience

An equivalent combination of relevant and recent experience and training which provides the required knowledge, skills and abilities may be considered.

  • Successful candidate will have a Bachelor’s Degree
  • Customer service experience; Over 1 up to 2 Years
  • Office Management or administrative support experience; Over 1 up to 2 Years
  • Computer Software Experience (MS Office); Over 1 up to 2 Years


The mission of the West Virginia School of Osteopathic Medicine (WVSOM) is to educate students from diverse backgrounds as lifelong learners in osteopathic medicine and complementary health related programs; to advance scientific knowledge through academic, clinical and basic science research; and to promote patient-centered, evidence based medicine.

WVSOM is dedicated to serve, first and foremost, the state of West Virginia and the special health care needs of its residents, emphasizing primary care in rural areas.

Because of our outstanding medical education programs. Because of our latest high-tech learning tools. Because WVSOM has a sense of community togetherness and family feeling.

Reason #1: The feel of a small school with a national reputation
Our legacy of excellence has earned WVSOM national recognition for many years as a leader in the nation for family medicine, primary care and rural medicine by the highly regarded U.S. News & World Report. With a passion for providing the best osteopathic medical education, WVSOM fosters the development of caring and compassionate physicians.  WVSOM has also been named by The Chronicle of Higher Education in “Great Colleges to Work For.”

Reason #2: Education is our top priority
At WVSOM, our faculty is dedicated to our principal mission: educating osteopathic students in all areas of medicine. Because we are a free standing program—not part of a larger university—our faculty of nationally and internationally recognized PhDs, DOs and MDs are free to focus on the education of our students. Their passion for teaching and commitment to lifelong learning are the hallmarks of a WVSOM medical education.

Reason #3: Preparing students for primary care and all other specialties
WVSOM is leading the charge to elevate community-based services to a more prominent position in our nation’s health care system. With the firm medical education that we provide, students are well prepared to succeed in any field of medicine they choose to pursue.

Reason #4: Curriculum to maximize learning style
WVSOM presents a 21st century, clinically integrated approach to medical education. In the first two years, students are exposed to a variety of learning modes, including small group case presentations, lectures and laboratory experiences, and interaction with standardized patients and robots. Students learn a variety of clinical skills, and have early clinical encounters with real patients. All of these curricular activities integrate the basic sciences and their application to the patient. During years three and four, through the Statewide Campus System, students spend time in physician offices and hospitals, honing their skills with actual patients.

Reason #5: Our professors
Students at WVSOM have unprecedented access to consult with professors on an individual basis beyond the classroom setting. Open office hours, combined with the fact that most faculty members live in close proximity to campus, ensure that instructors are not just available, but eager to address questions or concerns one-on-one. Teaching is our primary objective, and we understand that learning often happens outside of classroom time.

Reason #6: A holistic approach to healing and emphasis on preventive medicine
The osteopathic philosophy of medicine provides everything students need to become a fully competent, practicing physician with a more holistic approach to the patient. While osteopathic physicians practice traditional medicine and surgery, they also focus on preventive medicine and ways to attain and maintain wellness. An osteopathic medical education provides training in OMM (Osteopathic Manipulative Medicine), a practice where physicians use their hands as another tool to diagnose and treat injury and illness.

Reason #7: Leading edge technology
WVSOM is on the forefront of innovation, providing a cutting-edge medical education. For first and second year students, wireless Internet service envelops the entire campus, ensuring 24/7 access to research sources, classroom materials and a global communications network. Each first year student receives a new, fully programmed laptop computer to utilize during their four years of study. During third and fourth year off-site rotations, students can gain access to testing, grading and evaluation forms, required reading lists and other instructional materials via WVSOM’s secure student portal.

More traditional research needs can be fulfilled in WVSOM’s modern library facility. Consisting of over 33,000 items, the library features current books, literature, scientific journals and access to over 8,000 full-text e-journals. Of special note is the osteopathic history collection and a unique index of over 23,000 osteopathic articles. The library also provides comfortable space for individual and group study with computer workstations, AV study rooms and individual cubicles.

Reason #8: Human patient simulators (robots) put real-life scenarios in students' hands
Students at WVSOM utilize human patient simulators to confront and treat real-world patient situations in a safe, controlled clinical training environment. These full-size, interactive, computerized mannequins can provide real-life simulations of more than 80 medical conditions, allowing for many different kinds of training scenarios.

With their life-like exterior and hi-tech internal components, WVSOM’s  patient simulators provide an incredibly realistic training experience for students.

With the robots, failure does not mean a bad grade; failure means a patient dies. This visceral experience enhances the learning experience and makes a lasting impression.

Reason #9: World-class anatomy lab offers hands-on learning environment
The study of human anatomy is a core component of the nationally recognized osteopathic medical education program at WVSOM. Our advanced anatomy lab features state-of-the-art equipment and ventilation systems, along with a multipurpose anatomy demonstration room to enhance the learning experience. This tactile learning environment offers a level of hands-on exposure to the human anatomy in a sterile and controlled environment that no simulator or model can provide.

Reason #10: Standardized patients training
In the medical field, effectively communicating with the patient is critical to acquiring complete medical histories, performing thorough physical exams and accurately diagnosing and treating the whole patient. In a simulated and controlled environment, actors portray patients with a specific set of medical issues and symptoms. Students must complete a comprehensive physical examination on the patient. This experience provides an invaluable opportunity to practice interview skills and develop a compassionate bedside manner.

Find Us
400 Lee Street North
United States
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